Records Management is a term that covers an organisation's management of all records (whatever their format) from their creation, through their maintenance (record keeping), to their disposition. Disposition includes archiving and destruction. This is known as the record lifecycle.
Good records management is important for reasons of efficiency but also because, without it, an organisation is unable to comply with many legal and regulatory obligations such as Data Protection and Freedom of Information.
Our Records Management Policy provides the framework through which this effective management can be achieved and audited.
University records are defined as evidence of the University's business functions and activities. Records can be stored in paper, electronic or other formats and it is the role of this office to seek a consistent and efficient policy across formats.
Records, information and knowledge travel through a life-cycle from their creation or receipt, through maintenance (including record keeping), sometimes to a dormant stage (for example, retention for business benefit or for prescribed legal reasons) before disposition, whether it is archiving or appropriate forms of destruction.
Records Retention Policy
The University's Records Retention Schedule states University retention policy for specific groups of records. This is not a static document. It will grow as policy is approved by Senate and Council.
Publishing of Records
The Freedom of Information Publication Scheme states University policy on the publishing of groups of records. We are required to state what is published and specifically when it is published in the records' life-cycle, in part to meet the requirements of the Information Commissioner's Office (www.ico.gov.uk).
While each School and Department has its own responsibility for record keeping and disposition, the University Secretariat is available to help and advise staff.
Guidance is also available on archiving (that is the permanent preservation of records about Roehampton University and its predecessor titles) and the transfer and storage of records.
University Archive Collection Policy
The University Archive Collection Policy aims to state what the University seeks to collect. It is not based on records retention requirements, but on selecting and collecting records and items for permanent preservation that will inform future generations about Roehampton University (and its predecessor institutions), what it did and how it did it.
Access to both the Archive and Records Repository is managed by the University Secretariat.
The Archive's stock includes the four sealed College Memoranda of Agreement (1975/1976), Roehampton Institute Council and Senate records (1975- ), former Student Records (1975- ) and ex-staff records.